Sportswear Order Change Log After Sample Approval

1. Freeze the approved baseline

Save the approved sample photos, measurement table, fabric code, artwork files, print placements, label layout, packaging instructions, quantity by size, and target ship date together. Give the pack a version and approval date. Without a baseline, a later disagreement becomes a search through old messages.

2. Log each request before work changes

For every change, record an ID, date, requester, exact old and new values, affected styles or sizes, and linked file version. Ask the supplier to state whether cutting, printing, or packing has already started. A change to an uncut item is different from a change to finished pieces.

3. Ask for impact before approval

Get a written response covering extra cost, revised delivery date, sample or proof needed, minimum quantity constraints, and how existing work will be handled. Do not mark a request approved because a supplier replied 'noted'. Both sides should confirm the new specification and commercial impact explicitly.

4. Update inspection and packing references

Replace superseded artwork and size tables in the inspection pack. Mark old versions as obsolete instead of leaving two competing files in circulation. Tell the QC contact and packing team which change IDs affect their checks, then request evidence against the latest approved version.

5. Close the loop before shipment

Review open changes before the final inspection. For each item, record implemented, rejected, or pending, with a photo or revised document where useful. If a change cannot be verified before shipment, resolve it with the supplier before accepting the goods rather than discovering it at the club or warehouse.

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